If a vehicle is not available, Transportation Center will order a vehicle. Transportation Center will utilize the Texas Building and Procurement Commissions State Contract published in the fall of each year. Departments should plan and anticipate their vehicle needs one year in advance. In the event a specific need cannot be met utilizing the state contract, a bid process will be initiated by Purchasing and Stores.

The Transportation Center is responsible for determining when a vehicle should be replaced. Once a decision is made to replace a vehicle, Transportation Center will contact the department to determine if they want a replacement vehicle.

Departments needing to rent vehicles on a long-term basis from the Transportation Center must complete a Request for Services Form and submit it to be processed. The completed form should be attached to a letter describing in detail the following:

• Type of vehicle necessary. If available, attach detail specs.
• How your department’s mission, operational or financial standing will benefit by use of the vehicle.
• If a replacement vehicle, what vehicle will the requested vehicle replace?

Departments requiring special equipment to be added to vehicles must coordinate such requirements with Transportation Center. Requests for additional equipment should be made in writing, preferably at the time the request for the vehicle is made. The installation of after-market equipment is coordinated with the fleet manager and the auto shop supervisor.

The Transportation Center is responsible for purchasing and installing all add-on equipment. If the add-on equipment increases the asset value of the vehicle, the life of the lease will be extended to cover the cost of the equipment. If the add-on equipment does not change the asset value of the vehicle, the cost of the equipment and installation will be billed to the department.

Vehicles should not be altered or changed in any way without the written permission of the Fleet Manager. Equipment added to a vehicle becomes part of the vehicle and is sold with the vehicle.

If a department determines a vehicle is no longer needed, the Transportation Center should be contacted to make arrangements to turn in the vehicle. The departments should clean out the vehicle and return the keys and state fuel cards to the Transportation Center. The vehicle will undergo a final inspection once it is turned in. Any maintenance services and mechanical repairs will be completed to return the vehicle or equipment to rentable condition. The total cost of the services or repairs will be billed to the department/agency terminating the rental.

Departments are responsible for the care of vehicles while in their possession. The Transportation Center asks that departments maintain their vehicles so that the University is able to get the highest return for the vehicle at the time of sale. Vehicles should be washed and vacuumed routinely. The Transportation Center offers car wash and detailing services Tuesday through Thursday. Upon termination of the rental agreement, all maintenance services, all mechanical repair and all damage repair, necessary to return the vehicle or equipment to acceptable standards will be accomplished by the Transportation Center. The total cost of the services or repairs will be billed to the department/agency terminating the rental.